Mentor User Guide for Coaching and Mentoring (MAC) Application

Mentor User Guide

• Mentor User Guide

  • 1. Roles and Access

  • 2. Key Concepts and Terminology

  • 3. Getting Started

  • 4. Daily Mentor Workflows

    • 4.1 View My Mentees

    • 4.2 Open a Mentee Profile

    • 4.3 Create and Manage Goals

    • 4.4 Record a Check-In

    • 4.5 Add Attachments

    • 4.6 Collaborate with Your Mentee

  • 5. Working with Programs and Support Areas

  • 6. Reporting and Dashboards

  • 7. Privacy, Permissions, and Good Data Practices

  • 8. Troubleshooting

  • 9. Best Practices for Effective Mentoring in MAC

  • Appendix A: Quick Reference

  • Appendix B: Example Mentor Session Flow

  • References

1. Roles and Access

MAC supports several roles. As a mentor, you primarily create goals, run check-ins, and track progress with assigned mentees.

• Mentor: Works with one or more mentees. Can create goals, tasks, check-ins, and log time.

• Mentee: Receives coaching; can view logs and, when enabled, contribute to goals/tasks/check-ins.

• Lead Mentor: Oversees mentors; pairs mentors and mentees (assignment flows may be performed by Lead or Admin).

• Admin/Super User: Configures programs, support areas, school years, and participant lists; manages roles and access.

2. Key Concepts and Terminology

• Program: A configured set of support areas used by a mentorship. A single mentor can have mentorships in multiple programs. Programs appear in participant lists and in check-in and reporting contexts.

• Support Areas: District-defined coaching categories (for example, Classroom Environment). The set of support areas you see is determined by the mentorship’s program.

• Mentorship: The relationship between one mentor and one mentee for a given school year and program. Tracks goals, time, and check-ins.

• Goal: A concrete objective for the mentee. Goals can include tasks, check-ins, discussions, and attachments.

• Task: An action item supporting a goal; can be assigned completion dates.

• Check-In: A mentoring session entry. Can be recorded live, uploaded via transcript/audio for AI analysis, or logged manually as time with summaries.

• Attachments: Files linked to goals, check-ins, or time logs.

3. Getting Started

1. Sign in: Open your district’s PL portal and select the Coaching and Mentoring tab.

2. Verify your role: Confirm you see your Mentor dashboard or “My Mentees.” If not visible, ask an admin to add the Mentor role in MAC.

3. Confirm the school year: Use the school year selector in headers where available; data and lists are year-scoped.

If you’re newly assigned, you may initially see an empty mentee list. Lead mentors or admins pair mentees to mentors. Once paired, mentees appear automatically.

4. Daily Mentor Workflows

4.1 View My Mentees

Go to the Mentor home or “My Mentees” list to see each mentee with key stats:

• Mentee name, email, primary location

• Goal count

• Hours coached

• Last check-in date and last activity

• Quick actions: Start Check-In, Log Time, Open Profile

Use filters and program columns to narrow lists when you work across multiple programs. Alphabetic sorting is commonly used by default.

4.2 Open a Mentee Profile

From the list, select a mentee to open their profile, which includes:

• Header card: name, role, location, email

• Actions: Check In, Log Time, Create Goal

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  • Goals: Active/inactive goals, last activity, attachment counts

  • Check-Ins: Date, duration, related goals/support areas, “is draft” indicator

  • Support Areas: Program-aware areas with time coached and recent activity

  • Attachments: Files across goals and check-ins

4.3 Create and Manage Goals

1. Select Create Goal, give it a clear title and description.

2. Optionally set start and completion dates and associate to a support area.

3. Add tasks to break down the work; set target dates and mark complete as progress is made.

4. Archive a goal when it’s no longer active; unarchive if needed.

4.4 Record a Check-In

You can log mentoring sessions in three ways:

• Live Check-In: Start a real-time session; when finished, add notes, associate goals/support areas, and save.

• Upload for AI Analysis

  • Upload a transcript/audio after a session.

  • Send to AI to generate a draft summary, goal/support area attributions, and action items.

  • Review/edit the transcript and summaries, adjust durations, and save to finalize (removes Draft status).

• Manual Time Log: Quickly log minutes spent, attribute time to mentoring activity, goals, and support areas, and add a brief summary.

4.5 Add Attachments

Upload relevant resources to a Goal or Check-In (for example, lesson plans, observation notes). Attachments are visible in context and from the mentee’s consolidated attachments list.

4.6 Collaborate with Your Mentee

• Use clear, shared goal and task names so mentees can track progress.

• When permitted, mentees can comment or mark tasks complete. Align on expectations during the first meeting.

5. Working with Programs and Support Areas

Programs define which support areas you see and report against for a given mentorship.

• Program visibility: The program appears in participant lists and on mentorship details.

• Consistency: Check-ins, goals, and reporting use the mentorship’s program. Changing the program after activity begins is usually restricted by policy.

6. Reporting and Dashboards

Admins and lead mentors typically access dashboards. Mentors can use on-page summaries to reflect on:

• Hours coached by support area

• Recent sessions and activity

• Goal/task progress and completion trends

During check-ins, keep goal and support area associations accurate. Good categorization improves the quality of dashboards and coaching insights.

7. Privacy, Permissions, and Good Data Practices

• Role-based visibility: Mentors can access only their mentorships. Admins and lead mentors have broader oversight aligned to configuration.

• Draft vs. final: Uploaded check-ins start as Draft. Edit and save to finalize for reporting.

• Quality notes: Write concise, factual summaries. Avoid personally identifiable student data beyond district policy.

• Attachments: Only upload materials you are permitted to share within district guidelines.

8. Troubleshooting

9. Best Practices for Effective Mentoring in MAC

• Start each mentorship by aligning on goals and preferred communication cadence.

• Use tasks to convert big goals into achievable steps with target dates.

• After each session, promptly log time and notes to maintain accurate trends.

• Leverage AI summaries as a starting point—always review and personalize.

• Regularly review the Support Areas tab to balance coaching focus.

Appendix A: Quick Reference

• My Mentees: Overview of mentees with hours, last activity, and quick actions.

• Mentee Profile: Goals, Check-Ins, Support Areas, Attachments.

• Check-In Options: Live, Upload for AI, Manual Time Log.

• Programs: Determine support area lists and reporting context.

Appendix B: Example Mentor Session Flow

1. Open mentee profile, click Check In.

2. Run a live session or upload transcript/audio.

3. Associate to goals and support areas.

4. Use AI to draft summaries; edit action items.

5. Save to finalize; confirm updates on the mentee’s Check-Ins tab.